RFP 25-549 Q&A Addendum 1.docx

This ADDENDUM 1 (this “Addendum”), dated September 9, 2025, is being issued to Respondents of the referenced RFP 25-549 Federal Lobbying Consulting Services (the “RFP”), and serves to modify or clarify, as applicable, the following information in the RFP.

Questions and Answers Question 1

Section 1.11.4 EEO Requirements of the RFP, states that our “Proposal must include an EEO policy statement as described in Section 3.2 of this RFP”. Our firm is committed to legal compliance and the ongoing advancement of inclusive, equitable practices. However, given the recent DEI-focused executive orders, and federal guidance from the EEOC and DOJ, we cannot meet the requirement of (a)(iii) “make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force”. In consideration of the foregoing, will Roswell accept a Vendor’s EEO policy in lieu of the Roswell Park-Provided EEO Policy Statement and without the requirements identified in 3.2. (a)(iii) of the RFP, if all other factors can be met?

Answer 1

As a State Agency, Roswell Park is required under 5 NYCRR 143.2(d) to obtain a signed EEO policy statement that contains the specific content required under 5 NYCRR 143.2(d)(3).

Roswell will accept a Vendor’s EEO policy if the language below is included in their policy:

(3) As a part of the contractor's EEO policy statement, the contractor, as a precondition to entering into a valid and binding State contract, shall agree to the following in the performance of the State contract:

(i) The contractor will not discriminate against any employee or applicant for employment, will undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status, and shall make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force on State contracts.

(ii) The contractor shall state in all solicitations or advertisements for employees that, in the performance of the State contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status;

(iii) At the request of the contracting agency, the contractor shall request each employment agency, labor union, or authorized representative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union, or representative will not discriminate, and that such union or representative will affirmatively cooperate in the implementation of the contractor's obligations herein.

Please note that it is typically easiest for the Vendor to just adopt the NYS Model EEO Policy Statement in order to ensure compliance with 5 NYCRR 143.2(d).

Question 2

Presumably the fees associated with this matter are not charged to or budgeted under any federally funded projects since there is a general prohibition against the use federal grant funds for lobbying activities (see 2 CFR 418.100). However, will you please confirm whether the aforementioned understanding is correct; and confirm that the scope of work is not in furtherance of any federal contract or grant?

Answer 2

Roswell Park and the Government Affairs department can confirm the fees associated with this matter are not charged to or budgeted under any federally funded projects.

Question 3

In any event, will you require that the Vendor contractually abide by the requirement to comply with all Federal, State, and local statutory and constitutional non-discrimination provisions as outlined in section 3.1 EEO Requirements Overview of the RFP, or any other federal contracting provisions irrespective of whether the Vendor would be so required under federal law, regulation, or Executive Order?

Answer 3

Yes, the Vendor is required to contractually abide by NYS Executive Law 15-A as outlined in Section 3.1 EEO Requirements Overview of the RFP.

Question 4

Section 11. MWBE and EEO Requirements of the Federal Lobbying Consulting Agreement references an Appendix A-1; however, we do not see this Appendix included in the RFP material. If this Appendix is applicable to this agreement, will a copy be provided for prior review; or will there be an opportunity to discuss and raise any concerns to this Appendix at a later date?

Answer 4

Please disregard the reference to Appendix A-1—this was included in error. The only applicable appendices are Appendix A and Appendix B as indicated in the draft agreement titled:

250172 RFP Workers Compensation Consulting Services Agreement DRAFT 04.22.25

Question 5

Regarding Section 5. Onsite Services of the Federal Lobbying Consulting Agreement, is any of the work expected to be performed onsite? If so, will a copy of the “policies, procedures, rules, and regulations applicable to Vendor’s onsite activity” be provided for prior review; or will there be an opportunity to discuss and raise any concerns to these documents at a later date?

Answer 5

If awarded the contract through this RFP, you will have the opportunity to review Roswell Park’s policies and procedures prior to contract execution.

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